TIPS & HINTS FOR RECORD TYPES

Record types allow you to offer different business processes, picklist values, and page layouts to different users based on their profiles. For example, if you have two sales divisions, hardware and consulting, and only your consulting division receives leads through seminars, you can choose to display the Seminar contact lead source for the consulting division only. In this example, the administrator would: Step 1: Manage master picklists Define a list of contact Lead Source picklist values that contains all of the values used by both the Hardware and Consulting divisions, including Seminar. Step 2: Create record types Create two contact record types: one called Hardware and another called Consulting. This step includes adding master picklist values to the record types. Step 3: Add record types to profiles Add the Hardware record type to the profiles for all users in the hardware sales division. Add the Consulting record type to the profiles of all users in the consulting sales division. Step 4: Set personal options for record types Allow users of both the hardware and consulting sales divisions to bypass the prompt that asks them to select a record type when creating a new contact. If you have users that create contact records for both sales divisions, they can customize their personal settings to always prompt them to select a record type. Tip: You can rename a record type without affecting its picklist values or the records assigned to it.

Managing Master Picklists

Before creating record types, include all of the possible record type values in your master list of picklists. The master picklist is a complete list of picklist values that can be used in any record type. 1. 2. 3. 4. 5. Click Your Name > Setup > Customize and choose the appropriate tab link. Click the Fields link. Click Edit next to the appropriate picklist. Alternatively, click New to create a custom picklist. Add any new picklist values that will be included in any record type. Click Save.

Last updated: June 2, 2012

Tips & Hints for Record Types

Note: If you add a picklist value to the master picklist, you must also manually include the new value in any record type picklists. If you remove a value from the master picklist that is included in a record type, it is no longer a picklist option for new records with that record type. However, existing records assigned to the deleted value still display that value.

Creating Record Types

Users with the Customize Salesforce permission can create record types. Before you begin, decide how you would like to categorize the picklist values within each tab. 1. Click Your Name > Setup > Customize, then select an object. To create person account record types, click Your Name > Setup > Customize > Accounts > Person Accounts. To create campaign member record types, click Your Name > Setup > Customize > Campaigns > Campaign Members. 2. Click Record Types. 3. Click New. 4. Choose Master from the Existing Record Type drop-down list to copy all available picklist values, or choose an existing record type to clone its picklist values. 5. Enter a Record Type Label that's unique within the object. 6. Enter a Record Type Name. This name can contain only underscores and alphanumeric characters, and must be unique in your organization. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. The Record Type Name refers to the component when using the Web services API and prevents naming conflicts on package installation in managed packages. 7. For opportunity, case, lead, and solution record types, select a business process to associate with the record type. 8. Enter a description. 9. Select Active to activate the record type. 10. Select Enable for Profile next to a profile to make the record type available to users with that profile. Select the checkbox in the header row to enable it for all profiles. 11. For enabled profiles, select Make Default to make it the default record type for users of that profile. Select the checkbox in the header row to make it the default for all profiles. 12. Click Next. 13. Choose a page layout option to determine what page layout displays for records with this record type: To apply a single page layout for all profiles, select Apply one layout to all profiles and choose the page layout from the drop-down list. To apply different page layouts based on user profiles, select Apply a different layout for each profile and choose a page layout for each profile.

Tips & Hints for Record Types

14. Click Save to edit the values of the standard and custom picklists available for the record type, or click Save and New to create another record type. Note: When you create a new record type without cloning an existing one, it automatically includes the master picklist values for both standard and custom picklists. You can then customize the picklist values for the record type.

Adding Record Types to Profiles

A profile can be associated with one or more record types. For example, a user who creates marketing campaigns for both hardware and consulting divisions can have both Hardware and Consulting record types available when creating a new campaign record. Record types are never added to profiles automatically; you must assign record types to profiles when creating the record type or via the profile. Tip: When more than one record type is available, choose a default. The default record type for a profile is indicated in parenthesis. If each profile is associated with a single record type, then users will never be prompted to select a record type when creating new records.

Setting Personal Options for Record Types

Users can set an option to automatically use their default record type when creating new records, or they can be prompted for a record type every time they create a new record. 1. Click Your Name > Setup > My Personal Information > Record Type Selection. 2. Check the appropriate box to automatically use the default record type when creating a new record of that type. All unchecked boxes in this list indicate that you prefer to select a record type. 3. Click Save. When users convert, clone, or create records, the following special considerations apply: When a user converts a lead, the new account, contact, and opportunity records automatically use the default record type for the owner of the new records. When a user clones a record, the new record has the record type of the cloned record. If the record type of the cloned record is not available in the users profile, the new record adopts the users default record type. When a user creates a new case or lead and applies assignment rules, the new record can keep the creators default record type or take the record type of the assignee, depending on the case and lead settings specified by the administrator.